What to buy for a dance night

A dance night needs more than music and an open floor. This shopping list covers drinks, snacks, serving supplies, sound equipment, lighting, seating and coat storage, so you can prepare the venue without last-minute runs to the store. Plan quantities around your guest count, then check power, cooling and serving needs before shopping. Drinks should be chilled before guests arrive, and equipment should be tested while there is still time to replace missing cables or adapters.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 40
Bar stoolsqty 6
Coat racksqty 2
Coat racksqty 80

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Equipment

Speakersqty 2
Music mixer
Microphone
Microphone stand
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4

Lighting

Spotlightsqty 4
Light Stripsqty 3
LED lightsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Vasesqty 8
LED candlesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Scissorsqty 2
Corkscrewsqty 2
Bottle openersqty 3
Cutting boardsqty 3
Knivesqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mini sandwiches - 100 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Tea towels - 12 pieces

Tips

Allow roughly two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy extra non-alcoholic options and water rather than relying on one type of drink.
For snacks, plan about 150–250 grams per guest for a dance night, depending on whether you are serving a meal. Plates, cutlery sets, serving trays and serving spoons are easy to overlook when the focus is on the music.
Count the glasses, coffee cups, plates and cutlery sets against your guest list, with at least 10% extra. That covers breakage, dropped items and guests who return for another serving.
Check the sound and lighting list at least two days before the event. Make sure speakers, the music mixer, microphone, audio cables, extension cords and power strips are compatible and that every light has a safe connection.
Arrange coat racks, hangers, tables, chairs and bar stools before shopping for decorations. Balloons, bunting, tablecloths, vases and LED candles are useful only after the practical layout leaves a clear dance floor and accessible exits.

Frequently asked questions

How much food do I need for a dance night?: For snacks only, allow about 150–250 grams per guest. If the dance night overlaps a meal, plan a full meal separately and use snacks as an additional 75–100 grams per person.
How many drinks should I buy for a dance night?: Plan two to three drinks per person for the first hour, followed by roughly one drink per person per hour. Include water and non-alcoholic drinks for at least 25–30% of the total drinks.
When should I buy and chill drinks for a dance night?: Buy non-perishable drinks and supplies two to three days beforehand. Chill drinks at least four hours before guests arrive; use coolers if the venue refrigerator cannot hold the full amount.
How early should I test the music equipment?: Test the speakers, mixer, microphone, cables, power strips and lighting at least two hours before opening the venue. Check the full music setup again after tables and decorations are in place, because the layout can affect cable runs and sound.

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